Company Secretary Requirements: The Secretarial Duties List in Singapore
In Singapore, it is essential for every company to appoint a company secretary. This is a legal compulsion, and the company secretary is also needed to do tasks that are required by the Accounting and Regulatory Authority (ACRA). A company secretary has many things to do. There have a lot of responsibilities as they are some of the most important jobs for an office running well. Legally, we can say that these tasks fall under the secretarial duties list in Singapore.
Filings with ACRA
Filings with ACRA fall under the secretarial duties list in Singapore. A Singapore company secretary is responsible for handling all the filings with ACRA that include:
- They need to file the notices of appointment, removal, and the resignation of directors, CEOs, company secretary, auditors or other major organs of the office.
- A Singapore company secretary is responsible for preparing and filing annual return filings.
- The company secretary should file changes in the company name.
- A company secretary is also liable for filing changes in share capital.
Maintaining Statutory Registers
Maintaining statutory registers also fall under the secretarial duties list in Singapore. These registers should always be kept u-to-date by a company secretary in Singapore.
- They need to maintain the register of the information of shareholders.
- Company Charges
- Register of the company personnel such as Directors, Secretaries, CEOs and Auditors
- Register of Nominee Directors and the Directors’ Interests in Shares and Debentures
- Minutes Book, Register of Controllers and Register of Debenture holders are also looked after by a Singapore, company secretary.
These are the duties that Singapore company secretary must be able to do in the board meetings.
- Should be able to advise the director or the ones taking parts in the meetings about the issues for the goodwill of the corporate.
- Should be able to prepare, arrange and provide the necessary documents.
- Take notes on the issues that are being discussed in the meeting and keep them safe for further use.
- They should prepare board resolutions of what has been concluded in the meeting and also certify a copy of minutes.
Annual General Meetings
Annual general meetings must be systematic at all times. To ensure this, a corporate secretary in Singapore must conduct regular monitoring. These might be the roles of company secretary in Annual general meetings.
- Preparing and issuing meeting date and notices.
- Preparing formal meeting agendas (reasons).
- Distributing financial, proxy and other reports.
- Take notes during the meeting.
- Should coordinate the voting and ensure it is fair if there are any in the meeting.
Other legal duties of a company secretary include the following:
- Ensuring that the company seal is safe, and there is no misuse of the seal.
- Ensuring that every business papers and publications including messages, notices or articles. These include the name and information for the company.
- Ensuring that the company has mandatory insurance.
- They should be able to handle the communication the office and its shareholders.
- They look after the schedule of the directors and remind them to fulfill their legal and statutory requirements.
Finally, a company secretary should be able to assure the smooth functioning of the company.
Many jobs fall under the secretarial duties list in Singapore, and all of them are necessary for the well being of the company. So, you need to hire a good secretary for yourself if you want to assure the growth. Hiring corporate secretarial services in Singapore is a great idea as they give you professional secretarial service at great prices. Contact us for more information.
Chai Chung Hoong, Account Manager
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